How Far In Advance Should You Book a Venue for Your Event?

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Choosing a Venue for Your Event
Booking your event venue with plenty of advance notice is necessary for you to make the most out of your event.

Corporate events take a lot of time and effort to plan, coordinate, and produce. You owe it to yourself and to your audience to start the planning stages as early as possible to make your event the best it can possibly be. One question that is often posed is how far in advance a company should book the venue for the event. The right venue is a critical piece of determining whether your event is successful or not and part of your audience’s impressions of your event stem from your choice of venue. However, this decision must be made as quickly as possible – in fact, we recommend making your choice months or even a year in advance of the show date. Why is that?

Keeps Expenses Down

Getting the most out of your budget will help your brand make the most out of your event. Your event production team needs to have enough time to scout out your venue location and plan. When you wait until the last second, you’ll also have to rush through production as well as making other arrangements for your audience, such as the catering. Contractors and vendors charge more for this last-minute service compared to when they are booked well in advance, so you’ll be stretching your budget further by booking your venue well in advance.

Makes Life Easier for Everyone

Compare the feeling of rushing to complete a project close to a deadline with the feeling of completing a project over time. What’s the difference? For people who plan their projects in advance, they are able to complete portions of it steadily until it’s completed. Those who wait until the last second will find that the going is a lot rougher! It’s the same way with picking a venue – waiting until just a few weeks before the show date makes things a lot harder for your contractors as well as your own marketing team.

Results in a Higher-Quality End Product

With plenty of time on your side, you’ll be able to tweak facets of your overall event plan and implement changes as needed without the crunch of a fast deadline weighing you down. This helps make your event the best it can possibly be and the results will speak for themselves. By waiting until the last minute to book a venue, you need to get everything about your event right the first time – any changes you may think up could be poorly executed if they have to be rushed.


Ready to share your story? TalkingTree Creative is your premier guide to brand strategy, event planning, video production, virtual reality, and live entertainment. With help from our production experts, you can elevate your message and convert your audience to fans by transforming your next event into a fully engaging, memorable experience. We are located in the Baltimore-Washington Metro area, and we accommodate the needs of businesses and organizations world-wide! Get in touch with us today at 240-252-1200 or 202-684-2225 and let’s start a conversation. Find out what we’re up to on FacebookTwitterGoogle+, and Pinterest.

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